Open Accounts Integration Setup Guide
Lightyear allows you to export your bills in a CSV format, which can then be uploaded directly to Open Accounts.
To get started, head to the Accounting Software section of Lightyear and select Open Accounts from the dropdown.
Accountancy Software Settings
Customise your Open Accounts settings by selecting Accountancy Software Settings. In this section, you can:
- Turn on Cost Codes and Companies
- Selecting Yes on each of these will add Cost Codes/Companies to your Accountancy screen, allowing you to upload the relevant data and select against each Bill/Credit Note that passes through Lightyear
- Select a Default Company
- When Companies is enabled, you can set a Default Company to populate on your Export CSV.
- You will not be able to export without setting the Default Company!
- Automatically apply Categories on a line item level
- Yes - Save time by coding it in Lightyear, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
- No - Keep these blank for you to code individually.
- Automatically apply Chart of Accounts on line item level
- Yes - Save time by coding it in Lightyear, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
- No - Keep these blank for you to code individually.
- Group line item data
- Turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.
OpenAccounts Suppliers
These are your Suppliers within Open Accounts, and are used so Lightyear knows which Supplier to associate any given bill with.
To set up a Supplier, you'll be asked for a Supplier Name and Supplier Code. This can be done individually or in bulk via a CSV import.
Chart of Accounts
These are your Account in Open Accounts. You can set these individually on bills/credit notes that pass through Lightyear, or you can set up automation rules to apply.
To set up an Account, you'll be asked for a Code and Description for each. This can be done individually or in bulk via a CSV import.
Tax Rates
These are your Tax Rates in Open Accounts. You can set these individually on bills/credit notes that pass through Lightyear, or you can set up automation rules to apply.
While you can add as many tax rates to Lightyear as you wish, please note that you will only have one default taxed and one default tax free rate. Enter your Tax Code from Open Accounts with a description and the rate. Super Simple. The In Use box will be checked by default, so it's ready to use as soon as it's created.
Cost Codes
These are your Cost Codes in Open Accounts. You can set these individually on bills/credit notes that pass through Lightyear, or you can set up automation rules to apply.
To set up a Cost Code, you'll be asked for a Code and Description for each. This can be done individually or in bulk via a CSV import.
Companies
These are your Companies in Open Accounts. You can set these individually on bills/credit notes that pass through Lightyear, or you can set up automation rules to apply.
To set up a Company, you'll be asked for a Code and Description for each. This can be done individually or in bulk via a CSV import.
Please note that all the above can be added quickly and easily using Bulk Upload.
And with that, the setup is done! You can now start exporting bills to Open Accounts!
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